Events - Events Coordinator

Position: Events Coordinator
Department: Corporate Events Management and Hosting Services

Reporting to: Events Manager and/or Senior Events Manager

The Events Coordinator will assist with the coordination of over 200 events, site visits and meetings each year. The candidate must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision, and be willing to work occasional evenings and weekends. The Events Coordinator should have an appreciation for special events management, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external customers.

The successful candidate must possess and maintain a valid driver's licence and have reliable access to a personal vehicle for work-related travel.

Responsibilities:

• Propose new ideas to improve the event planning and implementation process.
• Serve as a liaison with vendors for event-related matters.

• Assist with managing on-site production and clean-up for events as necessary. This includes but is not limited to, stocking fridges, preparing snack baskets, making coffee, washing dishes and working with the cleaning service and maintenance staff to ensure cleanliness and operational readiness of the facilities.

• Prepare welcome letters, nametags, materials, gift bags, registration lists, seating cards, etc.
• Assist with preparing budgets and provide periodic progress reports for each event project.
• Receive, track and respond to attendee requests.
• Create event plans for all events and visits.
• Maintain a well-stocked and accessible supply room.
• Assist with negotiations for accommodations and meeting room space, arrange food and beverage, order supplies and event signage.
• Prepare and modify event contracts as necessary.
• Close out all events as required.
• Other duties as assigned.

Qualifications:

• Experience or post-secondary education in event planning is an asset.
• Dedication to customer service ethic and high expectations for quality.
• Capable of managing multiple projects and work assignments.
• Excellent communication skills, including writing, proof reading and speaking.
• Communicate effectively with both internal and external personnel in person and by phone.
• Accomplish projects with little supervision.
• Proficient using the latest versions of Microsoft Word, Excel and PowerPoint.
• Excellent time management and prioritization skills.
• Highly motivated and inspires confidence to work independently and in support of department goals and business objectives.
• Ability to build relationships, work across a multi-product line organization, and be a team player.
• Experience in corporate events and event planning is an asset.
• Fluency in French, both written and verbal, is considered a strong asset.